New User Roles & Permissions Interface

Modified on Thu, 25 Jun at 10:27 AM

Use the enhanced roles & permissions interface for granular control over team access.

What this covers

This guide explains how to assign roles and configure user permissions using the newly enhanced roles and permissions interface in TheraSaaS. You now have more granular control over the access rights of your team members.

Step-by-step setup

1Access the roles & permissions settings
Log in to TheraSaaS. On the left-hand side, click Settings, then under My Business, select My Staff. Choose the user whose permissions you want to configure (for example, Layla).
2Assign a user role
Admin
Grants full access to the entire TheraSaaS platform — managing and updating records, and accessing all contacts, opportunities, and calendars. Even within Admin, you can still limit access to specific features (e.g., only contacts or dashboards).
User
Limits access to information assigned to that person. For example, if you assign a user to handle specific contacts or tasks, they will only see that data.

3Configure permissions for each feature

Once a role is assigned, set specific permissions per feature:

Feature	What to configure
Contacts	Choose whether the user can view and manage contacts.
Opportunities	Give access to tasks and opportunities assigned to the user, or to all records.
Automations	Most team members, like intake coordinators, will only need access to automations.
Calendar	Turn calendar access on or off.
Communities & Certificates	Enable or disable depending on whether you use the membership module.
Dashboard	Give access if you want intake coordinators to track their performance — or turn it off if not needed.
Funnels & Marketing	Turn off unless the user will use social media planners or email templates.
Payments & Reputation	Control access based on the user's need to handle billing and reputation management.

4Log in as the user to check permissions
After configuring permissions, verify what the user can access:
1. Go to the Staff section.
2. Click Roles & Permissions for the user.
3. Switch their account role or permissions as needed.
4. Save changes, then log in as the user to confirm the permissions are set correctly.
5Copy permissions to other users
You can copy one user's permissions setup and apply it to others — useful when multiple users need similar access. In the Roles & Permissions section, use the option to copy permissions from one user to another.
6Adjust permissions as needed
You can always return to the My Staff section to adjust permissions for any user. If a role changes — for example, promoting a staff member to Admin — simply modify their role and permissions, then save the changes.

Best practice

Set up one user as a template for a given role (e.g., intake coordinator), then copy those permissions to everyone with the same responsibilities to keep access consistent.

Watch out for

Always log in as the user after saving to confirm the access is correct — granular settings can hide or expose more than intended if not verified.